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Project
Monitoring
Yzah S. Tiomico
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Definition and
Purpose
Monitoring
It
It
It
Definition and
Purpose
Purpose of Monitoring
Monitoring provides information that
will be useful in:
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Project Implementation
(Mobilization, Utilization and Control of
Resources, and Project Operation)
Project Evaluation
GOAL
It is a general statement of
what should be done to
solve a problem.
OBJECTIVES
These are finite subsets of a
goal and should be specific,
in order to be achievable
Objectives
SMART
should
Specific
Measurable
Achievable
Realistic
Time bound
be
Goals
and
objectives
provide the basis for
monitoring and evaluating
a project. They are the
yardsticks upon which
project success or failure
is measured.
It helps to:
Finish the project on time
Do the right things in the
right order
Identify
who
will
be
responsible for what activity
Determine when to start
project implementation
Monitoring Indicators
Implementation
It is the stage where all planned activities
are put into action.
Monitoring
is
important
at
this
implementation phase to ensure that
the project is implemented as per
schedule. This is a continuous process
that should be put in place before
project implementation starts.
Monitoring should appear on the work
plan and should involve all stake
holders. If it is not well, arrangement
should be made to identify the problem
describes
ways
which implementation and
monitoring should be done.
Implementation
and
monitoring are guided by the
project work plan
Monitoring
provides
information
for
project
planning and implementation
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Evaluating
Achievement
Evaluation
It is a process of judging
value on what a project or
program
has
achieved
particularly in relation to
activities
planned
and
overall objectives.
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Information
Management
Management Information
-kind of information (data)
-the information needed in order
to make management decisions
Information Management
-kind of management (system)
-process of analyzing and using
information which has been
collected and stored in order to
enable
managers
to
make
Information
Management
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The Roles of
Stakeholders
Advantages of Participation
common undertaking
enhancing accountability
better decisions
performance improvement
improved design
more information
The Roles of
Stakeholders
Challenges of Participation in
Monitoring
High cost
Variations in information
Inaccuracies
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Community Level
Levels of
Monitoring
Community
level
is
where
implementation utilization of the
benefits of the project take place.
The major purpose of monitoring is to
improve the implementation and
management of the projects.
Specific objectives for monitoring:
(a)Ensuring that the projects are
implemented on time, (b) they are of
good quality and (c) that the project
inputs are well utilized
Levels of
Monitoring
Levels of
Monitoring
Community Level
Levels of
Monitoring
Stake
Holder
Executive
Committe
e
Communit
y
Mobilizers
Issue
Monitoring Indicator
Means of
Observing
Freq.
Timely
Number of project
Routine
Implementa
activities implemented in project
Weekly
tion of
time.
visits
Projects
Routine
Appropriate
project
use of
visits.
No materials misused
Weekly
project
Project
resources
quality
checks
Proper
Percentage of projects
collection
Reviewing
with project site files;
and storage
the project Weekly
number of reports in site
of project
site files
files
information
Compare
activities in
Realistic
the work
project
Number of project work
plan with
implementa plans with well sequenced
Monthly
how they
tion work
activities
are
plan
implemente
d
Number of
activities.
Community
Amount of
participatio Number of persons
resources Monthly
n in project performing their roles
provided by
activities
the
community
Monitoring Procedure
Members use routine
monitoring form
Members use routine
monitoring form
Check quality using the
technician's guidelines
Members of the project
committee review the
project site file, reports
and comments
Mobilizers (1) review
sequence of project work
plans with a technical
person, and (2) conduct
monthly project site visits
Levels of
Monitoring
Stake Holder
Issue
Functioning of
Community
mobilizers and
Development
community
Assistant
committees
Monitoring
Indicator
Number of
committees
performing
their roles
Means of
Verification
Freq.
Review of each
committee's
Twice a year
performance
Identification of
Review of
projects that
Number of
project
fall in the
projects under identification Twice a year
district plan
the district plan reports. Project
and national
visits
priorities
District
Project Coordinator
and
Community
Planning Unit leaders
acquisition of
community
management
skills
Number of
villages using
community
participation in
planning and
implementing
projects
Review of
project reports.
Focus group
discussions
Twice a year
and other
qualitative
enquiry
techniques.
Monitoring
Procedure
CDA during the
qualitative
enquiries
determine the
performance of
each
committee
The planning
unit reviews
the plans from
the parishes, to
establish if
they fall under
the district plan
and national
priority areas
Planning unit
conducts
qualitative
enquiries to
find out if
communities
are
participating in
project
activities.
District specific
procedures
Levels of
Monitoring
Stake Holder
National
Office
and
Issue
Community
knowledge
of
methodolog
y
Monitoring
Indicator
Means of
Verification
Freq.
Surveys,
Proportion of
focus group,
people aware
discussions, Annually
of the
key informant
methodology.
interviews
Percentage of
project
outputs
Effectivenes attained.
s of the
Percentage of
project
design
design
aspects
appreciated
by the
community.
Review of
project
reports,
Surveys,
Annually
Focus Group
Discussions,
Key Informant
Interviews
Donors
Adaptation
of
implementa
tion
experiences
by other
projects and
Proportion of
the project
National and
design
international Annually
aspects
discussions
Monitoring
Procedure
Agency or
Ministry
design and
conduct the
annual
studies
Agency or
Ministry
design and
conduct the
annual
studies
Agency or
Ministry
conducts
meetings with
academic
institutions
and
community
projects to
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Verbal Reporting
This is the process where reporting is
done orally. It is the commonest
means of reporting. The community
members find it easier and more
effective to communicate to others in
words.
Advantages:
The ability for a wider proportion of
the community to participate
Clarity and timely distribution of
information
Low cost
Challenges:
Written Reporting
Some Monitoring
Forms
By Whom
Implement
ers
Responsibil
ity to
monitor
When(Timi
ng)
Start
End
Input
s
Sourc
e
Some Monitoring
Forms
Community Routine
Monitoring
Community:
Activity in the Work Plan; (Who
should do the work?)
Project:
Objective of the
Activity
Monitoring
Some Monitoring
Forms
Measurement of
the Indicator
Today
(How much?)
Day the
Activity
Should be
Finished
Comments &
Concerns
(How far are we
now?)
(Is the quality of
the work okay?)
(What are the
problems?)
Recommendations:
Have